If it’s good for the client, good for the employee and good for the company; then it’s the right thing to do. I’ve been hearing some form of this saying for more than 10 years here at Usherwood. as I recall back to the first time I heard it, which was during my interview as a hopeful candidate for a service position, this was something that struck me as very insightful and was one of the aspects that made me want to work for Usherwood right from the start.  Over the last few years’, I’ve tried to keep this mantra in mind whenever I make decisions that may at first seem difficult. Fast forwarding to today, one of the key phrases you’ll hear from Usherwood’s service team is Total Call. Yes, it’s capitalized, and it deserves to be. It is not just two words strung together, it is a process, a mentality, and the way we do things in the service department. For those that don’t know, Total Call means that when servicing any equipment, we not only repair the current problem, but clean the equipment and look for future failure points and repair them at the time of service as well. This is done in order to achieve several results.  One result we are looking for is more uptime for the client. Keeping them running longer between service calls (that’s good for the client). In turn, this leads to another result- fewer service calls overall (that’s good for the employee). With fewer service calls and more copies between failure we have a machine that is now more efficient (that’s good for the company). When you stop to think about Total Call and the mantra we started with, you can see that with just one result of Total Call we have satisfied all three requirements to reach the final result of “it’s the right thing to do!” Jeff Spink, Manager of Imaging Services Jeff has been with Usherwood for over 12 years, starting in December of 2007 as a Senior Technician. Jeff is responsible for the operational leadership of the Imaging Service Division. He is focused towards driving company objectives and goals, increasing accountability and improving client relationships in all service territories. Jeff has been an invaluable member of the Imaging Services. Since his hire date he as demonstrated many leadership skills and received multiple certifications in an effort for improvement within the Service Industry.

The COVID-19 virus has forced many on premise businesses to transition into a remote workforce. By now you know if you have been successful in this transition or if you are continuing to struggle. Through planning and process Usherwood was prepared to clear that first hurdle without much issue. Utilizing the Microsoft Teams as our unified communications platform, we have been able to securely collaborate using voice, video and document sharing to continue our day to day operations without interruption. What about the next hurdle?... Keeping that sense of the company culture and community in place while we are all remote. Usherwood has taken two approaches to keep the sense of culture and community intact. The first being the more traditional route which includes town hall style video conferences, continuing to train remotely and generally having every conversation with video enabled to assure that everyone feels as connected as when we are all collocated in the offices. The second way that the company is utilizing its UC solution to preserve the culture and community is led by the staff, less traditional, not typically scheduled on a regular basis, and has little to no preparation. It is “Virtual Lunch Club.” Lunch club is a tradition at Usherwood that has grown out of a few people that were just to lazy to pack themselves a lunch. It has now become a midday event that has produced lasting friendships and the comradery that many of the staff look forward to attending. Lunch club includes all departments, all locations, and in some cases even staff from other businesses. All are welcome as long as they agree to follow the 8 rules of lunch club. (similar, yet much less violent as compared to fight club) The eight rules of Usherwood Lunch Club include: 1. You do talk about lunch club... 2. You DO talk about lunch club...even after it's over 3. Lunch club is over when it is time to get back to work. 4. Lunch club happens every day. 5. No invitations sent for lunch club… all are invited. 6. No shirt, no shoes… no service (not our rule, restaurants typically want you dressed appropriately) 7. You must cram as many people into the cars as possible. (not really a rule, just happens that way). 8. If this is your first time at Lunch Club, you have to eat (no spectators). Usherwood has continued this lunch club tradition virtually utilizing Microsoft Teams so that we can preserve the sense of culture and community that make Usherwood a great place to work. The Team has even begun incorporating some happy hours since everyone is self-quarantined and there is no need to drive anywhere. Don’t allow this new remote work world that we have been thrust into undue the culture and community that your company has cultivated. Look to embrace those same things that make your compony culture strong utilizing the technology available. If you are currently struggling to keep your business or company culture as it was, please feel free to contact Usherwood Office Technology to see what technologies may be a fit for your needs. #UsherwoodStrong

Of all the things to come out of the pandemic, it’s fair to say that “Zoombombing” was not something any of us, including Zoom, saw coming. The emergence of video conferencing as a necessary tool in almost every business in every industry brought about cyber breaches like this, and they haven't stopped since. To give you an overview of the differences in security features of the most popular video conferencing platforms, here's a comparison of Zoom vs MS Teams. Zoom vs Google Meet vs Microsoft Teams The three major collaboration platforms on the market are still Zoom, Google Meet, and Microsoft Teams. However, the differences between these tools go farther than their desktop application features. When choosing collaboration tools, make sure they have strong cybersecurity features to protect meetings and data from unauthorized access. Meeting encryption is a common feature, as well as meeting PINs to prevent outsiders from entering meetings. Is Microsoft Teams like Zoom in Security? When comparing Microsoft teams vs Zoom, it's important to remember that Microsoft is a much older company with much more robust security measures in place. This isn't their first rodeo at securing cloud tools, and Teams is no exception. Experts have praised Microsoft for their attention to detail to create solid cybersecurity features for Teams. Zoom has remedied some early claims about the security of meetings by adding features like meeting PINS, waiting rooms, and other tools to verify meeting participants. However, it is still a relatively new company prone to bumps in the road. To read more about popular video conferencing platforms to compare big names like Zoom vs Webex vs Teams, check out our reviews of them here. Microsoft Teams and its History of Cybersecurity Innovation Overall, companies that have been in the online communications space longer tend to have stringer cyber protections, such as Microsoft. Microsoft Teams is very helpful tool for businesses facing more cyber attacks than ever. Not only does it allow the workforce to stay connected within work-from-home and hybrid workplaces, it accomplishes this with security in mind. Microsoft published this blog that highlights what they are bringing to the table. Due to work-from-home mandates and a new culture of remote work, Zoom usage shot up 20 times what it was pre-pandemic. With this spike in users came cybersecurity issues showing how ill-prepared the platform was for commercial primetime. Although Zoom could be a good way to keep in touch with friends or family, professional communication often involves PII (personally identifiable information). This means that security gaps that lead to Zoom meeting breaches can spell disaster if your information falls into the wrong hands. “We meet more than 90 regulatory and industry standards” is an eye-catching statement from the company. Since meetings can be highly confidential and/or contain sensitive information, security should be top of mind when choosing a cloud platform. Is Google Meet a Worthy Zoom or Microsoft Teams Alternative? Google Business Suite is a popular and cost-effective solution, but some concerns have been raised about the cybersecurity of the platform. To read a detailed comparison of Google Meet vs Microsoft Teams, check out our blog: Google Meet vs Microsoft Teams. How to Find the Ideal Video Conferencing Software for Your Business If you're ready to bring your business communications into the digital age, click the button below to speak to an expert about the best cloud platform for you.

When you have some or all of your staff working from home, the idea of faxing documents might be a source of stress. In the old days, you’d have to physically fax an important document to a colleague or client in the office. Sending sensitive documents over email can pose compliance and cybersecurity risks, so faxing is still extremely necessary, especially for HIPAA-compliant and legal firms. Simplifying Faxing in the Modern Age There are tools on the market to simplify faxing while saving time and paper. eGoldFax is an innovative business printing solution that offers simple and secure document transfers, with contacts kept in one place. Users can communicate with teammates, send and receive documents, and manage what gets printed and when to ensure compliance with strict data security regulations. Sustainability Considerations eGoldFax offers a more sustainable way to manage your business faxing. Since it doesn’t send documents to be automatically printed as traditional faxing does, you won’t have spare copies of documents piling up in your or your clients’ printer trays. This saves paper, and in the long run, it will save you money by not having to replace consumables as often. Solving Faxing Challenges For Remote Users For many companies post-pandemic, work cultures have shifted to partially or fully remote work environments. You may have employees working from different states, which complicates traditional faxing that requires hardware and software installation. eGoldFax is a cloud-based fax service that eliminates the need for installations. This makes it easier than ever for work-from-anywhere employees to send and receive documents securely from anywhere. Secure Cloud Fax Solutions for Enhanced Document Security With the rise in cyber attacks against businesses, it’s crucial to incorporate a secure cloud fax system that keeps sensitive information safe. This is especially true for healthcare businesses that need to protect sensitive patient data. To learn more about cybersecurity as it relates to healthcare and printing, read our blog, Healthcare Data Breaches: Does Your Printer Put You At Risk? . Productivity and User Collaboration, All In One Place eGoldFax offers many unique features, including : Unlimited users Multiple fax lines eGoldFax portal to view and keep faxes Stored contacts for easy sending and receiving Messaging capabilities for seamless collaboration When evaluating your business’ fax and printing needs, consider which tools will offer you the unique features you or your clients require. No two companies operate the same way, and factors like user counts, compliance requirements, and cybersecurity are all things to consider. Partnering with a managed printing company is a great place to start, and they’ll be able to assist you in implementing cloud solutions such as eGoldFax.

It is our pleasure to announce Matt Swanka as an Accounts Payable Specialist to the Usherwood team! Matt will be responsible for receiving, entering and paying invoices. He will also be processing purchase orders, and assisting vendors with payments. Previously, Matt worked for Bed, Bath, & Beyond where he was a Supervisor for four and a half years. Matt graduated from Le Moyne College with a Bachelor’s degree in Finance with a Minor in Business Analytics. In his spare time, Matt enjoys going to the gym and spending time with his friends.

So, your organization has decided to work from home, likely in response to COVID-19 and the pandemic we are all facing. I know, you were expecting pajama pants, slippers, and total comfort. Turns out that, while yes you have those things, it’s just like regular work. Only now it feels like you were separated from the group, almost as if you did something wrong. On top of that? What about security? Are we not facing the ever-present threat of that bad guys trying to get at our personal info, and other protected data? Well there are steps we a can take, even with working from home, to keep out network safe. This list was compiled with that in mind. So, sit back, sip your coffee, and enjoy those PJ’s and slippers while we review some things that can keep your work at home secure. The Checklist: As COVID-19 continues to spread our goal is not only to enable work from home safely, but to enable continued service to our clients. So, lets start our list in the most basic of places. 1. Have a remote accessible workspace available to your staff This can mean several things. VPN, RDP, or even cloud collaboration spaces. I know this seems like a “have you check to make sure its plugged in” kind of moment but this is important to mention. Not everyone knows where to start (and that’s ok). It should have access to email, documents, and work important files. It should be protected by multi-factor authentication. This may be the most important point. Make sure your staff knows how to get to it and use it! 2. Consider using video calling Working from home doesn’t have to mean absence from meetings, 1 on 1’s, and even co-worker conversation. Seeing and being seen can be powerful when you consider the alternative. Yes, this means you must wear pants, but it also means that the common side-effect of feeling disconnected while at home can be managed better when you can reach out to others and see them too. This approach may involve licensing (Teams or something similar) Avoid using “free” programs as they are often not secure. 3. Prepare your staff for working from home Make sure they have access to phone numbers, voicemail, and whatever communication methods your organization uses. In addition, the security that goes along with those things outside of the building. Wearing jammies is no excuse for no security. Do not share passwords, or other means of access, with family members. Do not leave sensitive paper documents laying around. Make sure PC’s/laptops/devices have latest patches. Use only secure WIFI, not public or open WIFI. 4. Understand that remote workers are a security risk Not because they are bad pantsless people. No, but their PC’s and devices are often already victims of things like malware or worse without them having any idea. This is especially the case when the PC in question is shared with other family members. Personal PC’s often do not have the same protections and patches in place. Be ready for that and address it ASAP Store client info and work-related info on digital workspaces only. Not locally on your home PC. Not in un-approved cloud storage services. Do not send (or allow to be sent) client or work info through personal email. Use strong passwords, I know we all hate them but it’s important. Change passwords often! Every 90 days at least. This is worse than strong passwords, but again its important. Use encryption where possible. Bitlocker, or something like it, would work. Begin cybersecurity training, and simulated phishing. The bad guys will take advantage of this disruption to our day to day and the security wrinkles its creating. 5. IT should now be at red alert Yeah you heard me. Shields up, photon torpedoes loaded. It doesn’t matter if your IT is internal or an MSP, this is the time to be extra vigilant. Keep watch for any sort of anomaly that could be evidence of hacking, intrusion, or viruses. Logs are vital for information that could be useful in the event of any issues. Keep an even closer eye on your remote users. Consider testing your security protocols and keep testing them. Find those holes before the bad guys do. This list is by no means all encompassing. There are other things to be mentioned. Cyber security insurance, which is a good idea. Make sure it covers social engineering and make sure it’s enough coverage. Also, events like this are a good reason to look at your business continuity or disaster recovery policies. Make sure they are up to date and accessible, and that your team knows them and what’s expected.

With the increasing focus on health, and the outbreak of the most recent coronavirus, working from home is becoming more top of mind. In addition to that the need to wash your hands and stop touching your face (I seriously touch my face way more than I ever realized). Case in point? I am working from home while writing this. Rather than take my germs in to work, I decided to work remotely. There is a certain stigma that comes with remote work. Do you get enough done? Are you distracted? Do you have the tools needed to still get the job done? While I can’t help you with the first two (as it is my dog likes to heavy mouth breathe on me while I’m on conference calls), there are absolutely ways to stay connected and collaborate even from home. Our company uses Microsoft Teams for our internal collaboration, file share, and video calls. It allows me to be present for meetings, one on ones, file share, and chat for quick messages. In addition to that, an app on my cell phone to stay connected to Teams on the go. Check out this link from Microsoft themselves with some timely examples of ways you can stay busy and take care of both your physical and mental health while working from home. https://www.microsoft.com/en-us/microsoft-365/2020/03/02/working-remotely-during-challenging-times/ I loved the point about going all in. Embrace online, use it to keep connected, and those longer stints of remote work won’t seem so disjointed. I also love the idea of not just using it for work amongst teammates but also to keep morale up by sharing pictures, and videos. The ability to turn to co-workers and share thoughts and feelings is powerful and often a way to get through a hectic day. Let’s face it, working from home isn’t something that everyone has available. However, for many of us it can be a reality with tools like Teams to help keep us connected.

Whether it's the end of Windows 7 support, or the inevitable invasion of snow zombies from north of the wall in Game of Thrones, we can all relate to impending dates of importance. Now that we have finally passed the end date of Windows 7 support - and we hope that means you no longer have any on your network- it’s time to focus on the next big thing for us here in New York State—the SHIELD Act. What is SHIELD? The SHIELD Act was signed into law in 2019 and will affect almost every business in New York State, and some outside as well. The scariest part isn’t even the requirements. It’s how few people know about it, and it goes into effect March 21, 2020. What is SHIELD? It’s an acronym for Stop Hacks and Improve Electronic Data Security. It’s like HIPAA, NIST, or California’s recent CCPA (California Consumer Privacy Act). It’s all about protecting personal information. How? There are several facets, or safeguards to the act. How to Achieve and Maintain Compliance Compliance is not a one-and-done task. It’s an ongoing process. It’s also important to emphasize that without documentation, there is no compliance. The SHIELD Act requires several documents to be maintained and readily available. The next step in preparing for SHIELD is to find a provider that can help guide you through the process. Or even better, one that can both guide and keep you compliant. Find a Provider With the Tools to Help Usherwood Office Technology is proud to offer compliance as a service for our managed services clients. That means documentation, and auditing so that we can be your watcher on the wall. Regardless of whether you partner with us, or another provider, the date is coming and soon we will all be held accountable. The time is now to take stock and secure your data. If you're ready to optimize your data security strategy, click the button below to speak to a cybersecurity expert.